TO:
Honorable Mayor and Members of the City Council
THROUGH:
Mark Danaj, City Manager
FROM:
Eve R. Irvine, Chief of Police
Bruce Moe, Finance Director
Tim Hageman, Police Captain
Andrew Harrod, Police Lieutenant
Gwen Eng, Purchasing Manager
Julie Dahlgren, Senior Management Analyst
SUBJECT:Title
Award Purchase Order to South Bay Regional Public Communications Authority in the Amount of $85,000 for the Purchase of Automatic Vehicle Location Devices for 47 Police Vehicles (Police Chief Irvine).
WAIVE FORMAL BIDDING; APPROVE
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Recommended Action
RECOMMENDATION:
Staff recommends that the City Council waive formal bidding per Municipal Code Section 2.36.150 (Cooperative Purchasing) and award a purchase order to South Bay Regional Public Communications Authority in the amount of $85,000 for the purchase of Automatic Vehicle Location Devices for 47 Police Vehicles.
Body
FISCAL IMPLICATIONS:
There is a one-time cost of $85,000 for the initial purchase of Automatic Vehicle Location devices; this also includes the first year of service. Sufficient funds are budgeted in the Police Department’s Fiscal Year 2015-2016 budget, Supplemental Law Enforcement Services Fund, to purchase the equipment.
The Automatic Vehicle Location devices carry a recurring annual cost of approximately $14,000 which will be incorporated into the Police Department’s general fund operating budget on a year-to-year basis.
BACKGROUND:
The South Bay Regional Communications Authority (also known as RCC) is the hub of communication services for several cities located in the South Bay. RCC handles 9-1-1 calls and dispatch services for the cities of Manhattan Beach, Hawthorne, Gardena, El Segundo, and Hermosa Beach. In addition to these core cities, SBRPCA also provides data services for the city of Inglewood, El Camino College, Compton College, and Palos Verdes Estates.
All of the cities in the SBRPCA have forged strong relationships through consistent participation in joint taskforces, mutual aid help, and commitment from leadership to share information and technology. As an ongoing enhancement to quality service, officer safety, and the ability to manage major incidents involving multiple agencies in a more efficient manner, many of the South Bay cities have implemented mobile mapping and Automatic Vehicle Location (AVL) devices in all of its police vehicles and the Police facility.
DISCUSSION:
The Manhattan Beach Police Department sees great benefit in outfitting our police vehicles with Automatic Vehicle Location (AVL) devices and recommends that we join other RCC member-agencies in implementing this technology in our police vehicles. Each member-agency participates in regional taskforces and supports one another during major incidents. AVL uses advanced technology to automatically determine and transmit the geographic location of a vehicle, which provides the ability to view, coordinate, and manage multiple units from different jurisdictions on one map. This becomes a valuable resource for the Incident Commander of a major operation, while enhancing officer safety. The technology will also enhance our ability to manage large perimeter locations and special events with real time updates for the Watch Commander/Field Sergeant.
In addition to providing 9-1-1 emergency dispatching, RCC outfits Manhattan Beach police vehicles with the necessary electronics and equipment. As a member agency, no labor is charged and parts are supplied at cost. Consequently, the cost of having RCC perform service is less expensive than outside contractors. RCC’s staff also maintains and repairs this equipment until it is retired, performs on-site service, and keeps backup components, which lessens vehicle downtime.
RCC has thoroughly field tested the Automatic Vehicle Location devices and has coordinated a group licensing discount among the member agencies. Additionally, RCC will take on the responsibility of managing any contractual obligations required to maintain the AVL devices in the future, saving staff time.
The Municipal Code (Section 2.36.150) provides the City Council with the authority to waive formal bidding when utilizing cooperative purchasing, which are purchases made in concert with or through agreements executed by other governmental agencies. Because the City is utilizing a licensing agreement entered into by the RCC (which is a governmental agency), as well as the other reasons listed above, staff recommends that the City Council waive formal bidding and award an order to RCC in the amount of $85,000 to outfit 47 police vehicles with Automatic Vehicle Location devices.
CONCLUSION:
Staff recommends that the City Council waive formal bidding per Municipal Code Section 2.36.150 (Cooperative Purchasing) and award an order in the amount of $85,000 to South Bay Regional Public Communications Authority to equip 47 police vehicles with Automatic Vehicle Location devices.